Event Coordinator

Cool Stuff Games - Tampa has a full-time management role open! If you're a team player, who is passionate about card games, enjoys supporting your friendly local game store, and has a background in tournament organization; we are looking to hear from you.

For this position communication skills, professionalism, and computer proficiency are required. Preference will go to applicants with a background in Tournament Organizing and/or Judging for large-scale events. Additionally, great weight will be given to those applicants with open availability, who are looking to grow with our amazing brand, and who can help ensure a larger overall presence for our location on social media.

Primary responsibilities include but are not limited to: scheduling upcoming events, utilizing spreadsheets to keep track of everything across all ten (10) games we currently host tournaments for, and cross posting on multiple platforms (i.e. Wordpress, Discord, Facebook, and additional advertising in local Facebook groups and similar communities). Being a Tournament Organizer and/or already having completed your Judge Certifications for the games we host, while not required to apply, will greatly favor you. You will also help with cataloguing promos, product, and general invoice handling; this includes ensuring all promos and inventory are readily available for Tournament Organizers and/or Judges ahead of the events being run. The right candidate will also become the main point of contact for tournament related questions from our staff and eventually develop into an ambassador to our varied communities.

Roughly half of your time will be spent running tournaments, overseeing general store labor, and ensuring prompt and effective customer service. This role generally deals with a lot of feedback and follow-up, and unfortunately is not conducive with experimentation without three (3) or more months of foresight for what is being added to the schedule or tested out, especially when it requires in-demand or highly sought after products from new releases.

Event Coordinator

The event coordinator is responsible for the creation, execution, and submission of weekly and special events for a variety of collectable trading card and tabletop games.

Duties and Responsibilities

Event and Social Media Duties

• Uphold company policies in relation to events and use discretion for varying situations to accommodate customer needs
• Maintain logs of tournament documentation
• Report /upload events in timely manner and keeps tournament computer area clean and free of debris
• Reporting events; follow up with events to confirm they were submitted correctly
• Establish and maintain relationships with judges and customers
• Ensure that store is profiting off events
• Review event attendance monthly to determine if changes need to be made
• Ensure that upcoming events are being promoted before the start of related events
• Partner with store operation management to ensure that staff is promoting events to customers that are purchasing related products
• Notate important key points of upcoming events and inform team so they can better inform / assist customers
• Manage events and addressing potential problems that may arise
• Plan event details and aspects, including possible attendance and prizing
• Plan for potential scenarios that could impact the attendance of an event
• Research upcoming competitor events to predict player attendance at upcoming tournaments before scheduling special events
• Maintain a working knowledge of tournament rules and regulations
• Follow up on rules updates and updates for tournament software
• Listen attentively to customer requests and keep records of these requests to better future tournaments
• Utilize social media outlets to promote customer engagement in the store during events or special occasions
• Ensure that photos of active tournaments are posted on all Social Media platforms
• Respond to customers questions on Social Media in a timely manner
• Create event schedule 1 month in advance (coordinate with store manager)
• Sign up for events and pre-releases for all events approved by company
• Create or sign up for events on Eventlink, KTS, Bushiroad, Pokemon, and Bandai
• Request graphics for approved events to promote tournaments in store and online
• Manage Event Calendar on Wordpress and Facebook
• Create posts on social media, including Wordpress, Facebook, and Instagram
• Schedule posts for events on Facebook / Instagram (Minimum of 2 posts a day)
• Schedule posts in Facebook communities
• Monitor Facebook groups and keep in touch with the community
• Ensure store schedule is up-to-date on upcoming releases and events
• Communicate with staff about all event promotional material
• Ensure that the storage of tournament promotional material is organized and well maintained
• Keep event material organized and clearly marked as to not get mixed into store stock

Sales Floor Expectations

• Expected to respond to customer needs at the cash registers, buybank computer, and phone if other associates are occupied assisting other customers and are otherwise unavailable
• Expected to know basic product information well enough to perform demonstrations with customers
• Expected to prioritize tasks that need to be completed and delegate appropriately to ensure timely completion

Store Duties

• Perform opening and closing procedures and follow up on associate work
• Manage the store’s security alarm system; enabling it and disabling it when necessary
• Provide an excellent shopping experience that will encourage customers to return
• Ensure customers are greeted as they enter the store
• Perform returns and or exchanges and communicate effectively to corporate offices
• Ensure the stockroom is organized and well maintained
• Assist in the organization of backroom including stocking and arranging products and supplies
• Have awareness of the front of the store, customer and employee activities, and appropriately respond to any activities as necessary
• Have full understanding of company policies and procedures and lead by example
• Perform other duties as assigned by Store Manager and Assistant Manager
• Assist in coaching new and seasoned associates as needed to reduce mistakes that take time for management to investigate and correct
• Perform cash register functions as required and ensures accuracy and efficiency
• Maintain professionalism at all times
• Assist in visual changes including store layout, wall fixtures, merchandising mix, etc…
• Follow and maintain visual standards for product and fill in gaps to create the appearance of full shelves
• Comply with loss prevention policies and procedures
• Take responsibility for performance
• Must be aware of customers in store that may need assistance in case sales associates are assisting other customers

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Weekends as needed

Application Question(s):

• What TCGs do you play and how long have you been playing them?

Experience:

• Tournament Organizing: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Ability to Commute:

• Tampa, FL 33619 (Required)

Work Location: In person

Salary : $15 - $17